2. This Privacy Notice will be provided to you at the time your data is being obtained, if it is being obtained directly.
WHAT DATA DO WE HOLD?
3. Most of the information that we hold on alumni, parents and supporters is provided by you directly, when you engage with the School. If you have been a pupil, your personal data is transferred from your student record to the School’s alumni database when you leave. Charterhouse may hold data relating to you from a number of sources.
4. The types of information that we may collect includes:
Contact Details - e.g. your address, email address and telephone number
Charterhouse engagement details – your attendance at events, clubs and societies you were/are a member of, details of donations you have made to the School, including your bank account details if you have set up a regular gift and your personal contact with us
Your career details and other achievements
Biographical Details – e.g. your marital status and details of your spouse and other family members
Your preferences – to enable us to connect and engage you in the ways that are most relevant to you.
5. Occasionally we may add to the information you provide, from information which is in the public domain, such as from Companies House, reputable newspapers and media outlets, or networking platforms like Linked In. We are duty bound to ensure that data we hold about you is as accurate as possible, therefore we may update your details based on reliable publicly available sources.
HOW WE USE YOUR DATA?
6. Your data is used by us for a number of interdependent purposes in support of alumni and parent relations, supporter communications and fundraising. These can include:
Sending you news, publications, e-newsletters
Asking you to support the School, either through giving your time, experience / advice or financial support
Inviting you to events
Informing you of the services, benefits and opportunities available to alumni and supporters
We will communicate to you by post, telephone, email, text or other electronic means (for example through social media) depending on your preferences.
7. Philanthropic income is incredibly important to the future vitality of the School and so we, or a trusted partner, may undertake research to assess your ability to support the School financially. This may include an assessment of your wealth. These activities are undertaken to ensure that we are targeting our fundraising appeals as appropriately as possible to you and to ensure that we are working in a cost-effective manner.
8. We are required to conduct due diligence checks before seeking or accepting major donations which includes reviewing publicly available data about an individual’s personal conduct including any criminal convictions.
WHO DO WE SHARE DATA WITH?
9. The School may share your data with affiliated organisations and individuals which solely support and our alumni and fundraising activities, such as:
Volunteer-led Clubs and Societies
Volunteer partners closely related to us (e.g. event organisers, advisory board members, alumni societies and alumni group representatives)
Third parties engaged by the School to provide fundraising related services to the School, such as agencies who provide us with data about alumni and supporters; consultants advising us on an individuals’ capacity to donate
Other external organisations acting as agents for the School, for example: our software providers Blackbaud and Graduway and mailing houses for the production of alumni publications.
HOW LONG DO WE RETAIN YOUR DATA?
10. We will retain your data indefinitely in support of your lifelong relationship with the School or until you ask us to do otherwise.
HOW DO WE PROTECT YOUR DATA?
11. We take appropriate measures to hold your data securely on the School’s databases. We ensure we have appropriate data sharing agreements in place before sharing your personal data with contracted third parties working on our behalf.
12. We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.
13. We also facilitate communication between individual alumni, but in doing so we do not release personal contact details without prior permission.
OUR BASIS FOR PROCESSING & YOUR RIGHTS
14. Your data is used for alumni and supporter engagement activities, including fundraising. Building an engaged Charterhouse community is an important part of our School activity and is of benefit to all. In pursuit of this aim it is necessary to process your personal information, as such our lawful basis for our processing your data is “legitimate interest”. We may also process your data under either legal or contractual obligations. This Privacy Notice explains how the School processes and uses that data.
15. We will communicate with you via post until you request otherwise, and by phone, email and other electronic means in line with your current wishes.
16. You have the right to:
Erase or change your preferences at any time. If you wish to change how we communicate with you please contact the Foundation Office: 01483 291759 or email@example.com. Alternatively you can use the unsubscribe feature found at the bottom of any School email
Request copies of the personal data we hold about you and we will provide it within 30 calendar days (but may require one or two months further to complete complex requests). The School will be better able to respond quickly to smaller, targeted requests made during term-time. If you wish to do so you should contact the School at the address below
Erase or correct any information that is incorrect or inaccurate
HOW CAN I COMPLAIN?
18. If you have a concern you should contact the School at the address below.
19. If you are not content with any response from the School, you can complain at any time about how the School has handled your data to the Information Commissioner, although the ICO recommends that steps are taken to resolve the matter with the School before involving the regulator. The ICO helpline is 0303 123 1113.
CONTACTING THE SCHOOL
20. Any comments or queries about this notice or complaints should be directed to the Director of Finance and Strategy using the following contact details:
emailing - firstname.lastname@example.org
telephoning – 01483 291500
writing – Director of Finance and Strategy at Charterhouse, Godalming, Surrey, GU7 2DX